The Scenario
A large corporate event needs pickup and drop-off for around 100 guests.
The project starts with an Excel sheet:
The client keeps changing things via WeChat group:
Guest B cancels
Guest C arrives one day earlier
Guest D changes hotel
Guest E adds a companion
The project team keeps editing the Excel.
Here’s the problem:
Someone is working from V5
A driver in the WeChat group is even sharing a screenshot of V2.
What happens next?
Even if everyone is being very careful, you may end up with:
A dispatcher believing the guest has cancelled
The client thinking the vehicle has been changed
The driver never receiving the update
Eventually everyone asks the same question:
What’s the real issue?
It’s not a lack of communication.
It’s:
Complex conference ops cannot treat WeChat group messages as the execution source.
WeChat groups are good for:
But the final execution info must return to:
A More Reliable Mechanism
Every change must complete this chain:
- Client proposes the change
- Project manager confirms it
- Master sheet is updated
- Status is changed
- Relevant drivers are notified
- Driver acknowledgement is received
Only when this chain is complete is the change truly “in effect.”
A Very Important Principle
The Rule This Case Produced
Large conference projects should always have:
One latest version
Every driver, dispatcher, and customer-service agent must execute against this one copy.